Scheduler

Medical Office Coordinator

SCOPE: Under minimal supervision, is responsible for scheduling patient appointments and tests in an efficient and timely manner. Answers all incoming calls and directs calls to appropriate personnel. Serves as a liaison between patient and medical staff. May include outside scheduling and/or surgical scheduling responsibilities. May be designated as lead, with responsibilities including orientation, training and assignment of work to lower level employees. Supports and adheres to the US Oncology Compliance Program, to include the Code of Ethics and Business Standards.

RESPONSIBILITIES:

Essential Duties and Responsibilities: Answers all incoming calls; assesses callers' needs and directs to appropriate personnel. Pages clinic personnel as appropriate. Obtains and communicates messages in an accurate and timely manner. Schedules new patients, patient referrals and returning patients in computer system in accordance with physician and/or office guidelines. For new and or referred patients, sets up in system with appropriate documentation and coding. Cancels/reschedules appointments according to physician schedule changes; notifies appropriate clinic personnel. Obtains and enters all authorization and correspondence relating to referrals in patients' charts and/or electronic medical records (EMR). Collects co-pays, deductible and other out of pocket amounts at time of visit. Maintains primary office scheduling template containing all physician meetings, satellite schedule, rounding and call coverage. Arranges for patients to have financial counseling as needed. Demonstrates an understanding of patient confidentiality to protect the patient and clinic/practice. Follows policies and procedures to contribute to the efficiency of the front office. Covers for other front office functions as requested. Prepares correspondence, memos, forms and other typing as requested by supervisor. May provide guidance and daily work direction to junior level staff. May communicate to patient about surgeries or tests being scheduled and potential prep work needed, inquiring about test specifics from necessary parties and gathering patient information as needed. May be responsible for follow up on all pre-operative tests to ensure cleared for surgical procedure and communicates with physician and patients if further testing is required before surgery is performed. May be responsible for scheduling post-operative follow up appointments with Physicians. Where applicable, basic understanding of medical terminology for tests and surgical procedures, including coding and ability to look up codes specific to diagnosis, surgery and scheduling procedure.

MINIMUM QUALIFICATIONS: High school diploma or equivalent required. Minimum five years office experience, preferably in a medical office setting. Knowledge of medical terminology and coding required. Must have excellent communication skills, written and verbal. Proficiency in Microsoft Office (Outlook, Word, Excel) required.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work may require sitting for long periods of time; also stooping, bending and stretching for files and supplies. Occasionally lifting files or paper weighing up to 30 pounds. Requires manual dexterity sufficient to operate a keyboard, operate a calculator, telephone, copier and other such office equipment. Vision must be correctable to 20/20 and hearing must be in the normal range for telephone contacts. It is necessary to view and type on computer screens for prolonged periods of time.

COMPETENCIES: Uses Technical and Functional Experience: Possesses up to date knowledge of the profession and industry; is regarded as expert in the technical/functional area; accesses and uses other expert resources when appropriate Demonstrates Adaptability: Handles day to day work challenges confidently; is willing and able to adjust to multiple demands, shifting priorities, ambiguity and rapid change; shows resilience in the face of constraints, frustrations, or adversity; demonstrates flexibility. Uses Sound Judgment: Makes timely, cost effective and sound decisions; makes decisions under conditions of uncertainty. Shows Work Commitment: Sets high standards of performance; pursues aggressive goals and works efficiently to achieve them Commits to Quality: Emphasizes the need to deliver quality products and/or services; defines standards for quality and evaluated products, processes, and service against those standards; manages quality; improves efficiencies.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in an office environment. Involves contact with patients and public.